Bursar Module

The bursar module provides all that is needed by CAPS to maintain student accounts receivable records. It provides a variety of means of posting receivables of all kinds to student accounts.

About

The bursar module provides all that is needed by CAPS to maintain student accounts receivable records. It provides a variety of means of posting receivables of all kinds to student accounts. Many receivable transactions such as tuition, room and board, and most fees are posted automatically by registration and housing functions. Using the student’s Financial Aid package, we can post some of the student’s Expected AID records in the receivable database once they have registered for that period of time. Most aid type postings occur in batch synchronization postings to CAPS through agencies such as HESC for NYS TAP and EdExpress for the US government’s Direct Loan, PELL and other aid programs. These postings convert expected aid of the appropriate type from financial aid packages to received aid receivable records. There is, of course, a way to post batches of receivables for selected students, receivable transaction types and semesters. The INQUIRE receivable viewing function has a variety of levels of detail broken out by semester. While viewing a student’s account several means are provided to update the account: such as reversing selected transactions with comment and entering a batch of transactions for the student. From the Student Portal, students can view and pay their bills through an API to Authorize.net.

UPDATE – with dropdowns by types

INQUIRE – multiple detail views, reverse a transaction, post a batch of types

Receipting / Budgeting

Posting Menu – Refunds are posted using an external batch of ids and amounts and semesters

API interface for Student payment

Send a Bill

Bursar module reports – End of month financials including SARSUM and Age

Student Accounts Receivable Inquire (SARINQ)

The Inquire program (SARINQ) provides a view of a student's financial transactions with the college by term and semester, also listing courses taken in each semester. Two types of view exist, 'Condensed' – consisting of of a single line item for each transaction type (with consolidated amount transacted), and detailed ('Financial History'), which lists each transaction individually by ascending date. A third type of selection exists – 'Hybrid' - which combines the two types: if a transaction type is flagged in the transaction table as a 'payment type', each such transaction has an itemized listing, otherwise it is listed with all transactions of that type consolidated as a single line item. Hybrid is the default selection, a radio button provides a means of switching between Condensed/Detailed/Hybrid and persists the selection when switching between student accounts.

Cumulative totals of all receivables, expected aid and total amount due is provided in summary form. Expected financial aid is separated from received aid in its own group. Each column is ckick-sortable.

Features

  • Financial and course activity is displayed by term. When data for more than one semester for the selected term exists, each semester group is displayed.
  • In detailed view, transactions with types flagged 'reversible' may be reversed simply by clicking the underlined description to reveal a hidden page dialog requiring a checkbox selection and providing a text box with space for the user to type an optional long comment.
  • Only one field level override currently exists for Inquire, providing an additional link on the navigation bar to the TAP (financial aid) summary screen.
  • A button labelled ‘Upd’ navigates to the Update function, which provides mass entry as a single batch of transactions for the selected student account only (see Update-thru-Inquire).
  • Buttons also exist on the action bar to invoke the Statements and Receipting functions for the selected student account. Other buttons include a ‘send email’ button, a report button labelled ‘Print’ which generates a PDF report of transactions, choosing detail/summary and Thru’/All as options, and previous/next with fields to enter another name or ID to switch account.

Update-thru-Inquire

On clicking the ‘Upd’ button in Inquire from the action bar, a popup window appears, prompting for batch type and batch total. Batch type is chosen from this list:

  • CRDT - credit transaction types only (payments to student account)
  • DBIT – debit transaction types (debits from student account)
  • ADJT – adjustment types (correction of existing transactions)
  • XAID – expected aid-related
  • RAID – received aid-related
  • On pressing continue after specifying batch type and batch total, a form is presented providing for entry of multiple transaction types with associated dollar amounts. When the sum of dollar amounts entered is equal to the batch total previously entered, the form may be submitted for processing to complete the batch receivable update procedure for the active student account.